Exchange Professor/Research Scholar
The U.S. government is seeking more efficient ways of managing information on international students and scholars in the United States. SEVIS, the Student and Exchange Visitor Information System, was created by the Department of Homeland Security (DHS) as internet-based record keeping system designed to maintain accurate and timely information on non-immigrant scholars (those holding J-1 visas) who are entering and exiting the U.S. In compliance with federal law, SEVIS automates the collection of required data.
All colleges and universities in the U.S. must maintain and report certain information on international scholars in a manner prescribed by law. DHS will audit the University’s compliance with these new regulations every two years. Failure to comply with SEVIS regulations could result in the loss of Midwest University’s ability to invite international scholars. Since Midwest University values the contributions that international students and scholars make to the campus community, the university is committed to compliance with federal laws governing institutional authorization to sponsor these individuals. The school or department that hosts a foreign visitor has special obligations for ensuring compliance with SEVIS requirements.
- Invite scholars as early as possible. Allow a minimum of three months from date MIO receives the application to anticipated arrival date of scholar.
- Ensure that the scholar has sufficient knowledge of English to undertake the program successfully.
- Make sure the application form is complete and all supporting documents are attached before submitting to MIO through proper channels.
- Notify MIO as soon as scholar arrives on campus. See form attached.
- Arrange an appointment for Scholar to come to MIO for Immigration Check In within a few days of arrival in the U.S. SEVIS record must be validated. (Send email to Mrs. Christina Joung firstname.lastname@example.org to arrange appointment.)
- *** Notify MIO as soon as possible if the scholar will not arrive by the Start Date on the DS-2019 as SEVIS must be updated. In some cases, an amended DS-2019 may need to be issued to minimize problems at the U.S. port-of-entry.
- Ensure scholar and all dependents obtain Health Insurance meeting DOS criteria Effective May, J-1 Regulations define the following minimum health coverages necessary:
- Medical benefits of at least $100,000 per accident or illness;
- Repatriation of remains in the amount of $ 25,000;
- Medical evacuation to your home country in the amount of $ 50,000;
- A deductible not to exceed $ 500 per accident or illness.
- The insurance policy must be underwritten by an insurance corporation having an A.M. Best rating of "A-" or above, an Insurance Solvency International, Ltd. (ISI) rating of "A-1" or above, a McGraw Hill Financial/Standard & Poor's Claims-paying Ability of "A-" or above, a Weiss Research, Inc. rating of B+ or above, a Fitch Ratings, Inc Rating A-" or above, and a Moody's Investor Services rating of A3 or above or insurance backed by the full faith and credit of the government of the exchange visitor's home country.
- Monitor scholar’s activities and notify MIO of any problems. Any changes must have prior MIO authorization.
- Apply for any extensions of stay at least three months in advance.
- Ensure scholar notifies MIO of any changes in scholar’s and or dependent’s name, physical address, email address, or telephone number within 10 days of that change.
- Notify MIO of any serious problem or controversy.
- Notify MIO when scholar completes program or is terminated within 10 days.
- For more information please contact the International Services Office.
Please read the instructions and review the forms carefully. Questions regarding these forms and instructions should be addressed to the MIO.
To invite a foreigh national to perform temporary teaching, lecturing, consulting or research under the J-1 Exchange Visitor sponsorship of Midwest University. Departments must submit all documents listed below as a complete package to "MIO-J Scholar processing." The MIO must receive the complete request package from the host department before decisions can be made about visa sponsorship through Midwest University.
Please allow a minimum of 10-15 business days after receipt of all required documents for MIO to process, create a SEVIS record and issue Form DS-2019, providing the documents are complete and accurate.
- FORM A : DEPARTMENT REQUEST FOR J-1 SCHOLAR SPONSORSHIP
This form should be completed by the Department. Form A is to be submitted to MIO as a complete package with Form B from the prospective scholar, along with all supporting documents.
- Copy of official Academic Appointment Letter (or fellowship award, if applicable). For unpaid Visiting Scholars, please include a copy of the Official Letter of Invitation (follow School/College prodecures).
- CURRICULUM VITAE (Resume)
- ENGLISH LANGUAGE PROFICIENCY VERIFICATION - NEW
Determine whether the scholar has sufficient knowledge of English to undertake the program successfully. New federal standards permit the following options to document English proficiency :
- A documented interview conducted by the sponsor in-person, via videoconference, or by telephone (if the videoconference option is not feasible). Or,
- Results from a recognized English language test (Midwest University standards: TOEFL: 80 or Academic IELTS (Minimum overall band score of 6.0 with no individual score below 5.0.)
- FORM B : Scholar Data (Completed by prospective visitor) & Immigration Documents
Form B should be returned to the Midwest University host Department with supporting documents for submission to MIO as a complete package.
- Attach copies of the biographic and any U.S. visa pages from the passport (for J-1 & any departments)
Note : J-1 Exchange Visitor Applicants currently in the U.S. or who were in J-1 status at any time within the last three years must include the following additional documenets along with FORM B :
- Photocopy of current and previous Forms DS-2019. (or other relevant documents of visa status)
- Copy of form I-94, usually printed electronically, old I-94 is hard copy front & back (for J-1 & any dependents)
- FINANCIAL EVIDENCE :
If fully funded through Midwest University, a copy of the appointment letter or other documentation is sufficient.
Prospective exchange visitors who are not fully funded by Midwest University must submit evidence of financial support with FORM B. Funding information provided to MIO will appear on the Department of State Form DS-2019 and will be a determining factor in whether or not a visa is issued by a U.S. Embassy or Consulate Official. It is important that all information provided be accurate.
Documentation must be original, written in English, furnished in U.S. Dollars and should be less than three months old. Exchange visitors may not be paid by any other institution located in the U.S. while on Midwest University Midwest University’s DS-2019. In limited circumstances an occasional lecture is permitted if permission is granted in advance and reported to DHS by an MIO advisor.
- MAJOR MEDICAL HEALTH INSURANCE REQUIREMENT :
The scholar must sign the section in Form B Acknowledgment of Understanding and Intent to Comply with Medical Insurance Coverage Requirements for J-1 Exchange Visitors prior to issuance of Form DS-2019. Prior to arrival, or immediately upon arrival, Insurance must be in place for the J-1 scholar and any J-2 dependents covering the entire period of the DS-2019. Information regarding possible insurance policies and providers that meet federal requirements (Details listed in FORM B Prospective J-1 Scholar Data Sheet or obtained from MIO.)
SCHOLARS INELIGIBLE FOR MIDWEST UNIVERSITY EMPLOYEE INSURANCE :
- Health insurance that meets Department of State guidelines must be purchased for the J-1 scholar and all J-2 dependents covering the entire period of Form DS-2019. Proof of purchase (receipt from the contracted insurer) must be provided to MIO upon arrival in the U.S.
- Department memo documenting eligibility for health insurance through the standard benefits offered to University employees. (Only low deductible policy). This policy must be purchased for all J-2 dependents.
- For the period between the start of the J-1 program and the effective date of employee insurance (generally one month), prospective scholars must purchase a short-term policy, for themselves and their dependents.
- Supplemental insurance providing emergency medical evacuation and repatriation must be purchased for the J-1 scholar and his or her dependents covering the entire period of the Form DS-2019.
Please note : Failure to maintain insurance coverage as detailed above or misrepresentation of such coverage shall result in termination of participation in the exchange visitor program and/or employment.
** PLEASE NOTE : Any proposed changes in the status or program of this visitor must be reported to the International Services Office and approved in advance
Download >> FORM B : Prospective J-1 Scholar Data Sheet